VOLUME 1, CHAPTER 7: UNITED STATES STANDARD GENERAL LEDGER (USSGL) SUMMARY OF MAJOR CHANGES. All changes are denoted by blue font.

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1 VOLUME 1, CHAPTER 7: UNITED STATES STANDARD GENERAL LEDGER (USSGL) SUMMARY OF MAJOR CHANGES All changes are denoted by blue font. Substantive revisions are denoted by an * symbol preceding the section, paragraph, table, or figure that includes the revision. Unless otherwise noted, chapters referenced are contained in this volume. Hyperlinks are denoted by bold, italic, blue and underlined font. The previous version dated June 2008 is archived. PARAGRAPH EXPLANATION OF CHANGE/REVISION PURPOSE Various Updated hyperlinks. Update Incorporated section 0708 of previous version into paragraph Clarified that the United States Treasury has responsibility for maintaining the United States Standard General Ledger (USSGL). Update Added definition of summary account. Add Clarified the USSGL Standard Financial Information Structure (SFIS) Transaction Library are accounting transactions for DoD. Also referenced paragraph for further details. Update The following updates were made to the USSGL SFIS Transaction Library: Updated DoD Descriptions and/or Accounting Entries for DoD Transaction Codes (DTC) A , A , A , A , C646, D , D , D to 064, D to 060, D to 004, D to 002 and E and 003. Added DTCs B and B Update Deleted DTCs D , D , D , D , and E and Library Business Rule Identified DoD specific transactions codes in the USSGL SFIS Transaction Library. Add 7-1

2 PARAGRAPH EXPLANATION OF CHANGE/REVISION PURPOSE Provided a link to Federal Financial Management Improvement Act of 1996 Compliance, Evaluation, and Reporting chapter for further system requirements Paragraph of previous version was combined with paragraph of current version. Paragraph of previous version is paragraph of current version. Clarified proprietary accounting entries. Add Update Update Figure 7-1 Added a step for undelivered orders obligations unpaid. Add Figure 7-2 Appendix A Appendix B Incorporated Appendices A and B of the previous version into Figure 7-2. Included reference to the SFIS Transaction Library. Incorporated Appendices A and B of the previous version into Figure 7-2. Add Delete 7-2

3 Table of Contents VOLUME 1, CHAPTER 7: UNITED STATES STANDARD GENERAL LEDGER (USSGL) PURPOSE GENERAL... 4 * Chart of Accounts... 4 * Summary Accounts... 4 * Standard Financial Information Structure DEFINITIONS TFM USSGL Supplement... 5 * USSGL SFIS Transaction Library APPLICABILITY AND SCOPE... 5 * Governance Reporting Structure Account Attributes... 6 * USSGL SFIS Transaction Library... 6 * USSGL SFIS Transaction Library Update BASIC CONCEPT Recordation Fund Identification Account Types OBJECTIVES AND BENEFITS BUDGETARY AND PROPRIETARY ACCOUNTING RELATIONSHIPS... 8 *Figure 7-1. Examples of Budgetary and Proprietary Accounting Relationships... 9 *Figure 7-2. DoD Specified USSGL Accounts and Definitions

4 0701 PURPOSE CHAPTER 7 UNITED STATES STANDARD GENERAL LEDGER This chapter prescribes the requirements of the United States Standard General Ledger (USSGL). The USSGL must be used in all Department of Defense (DoD) accounting systems for all appropriations and funds. Additional information on the USSGL may be obtained from the United States Department of the Treasury (Treasury), Financial Management Service (FMS) USSGL Document Library published by the Treasury FMS GENERAL * Chart of Accounts The Treasury Financial Manual (TFM), USSGL Supplement, Section I: Chart of Accounts, along with DoD specified USSGL accounts 4540 through 4580, listed and defined in Figure 7-2, provide the basic structure for the DoD USSGL. The USSGL contains budgetary, proprietary, and memorandum accounts. The budgetary, proprietary, and memorandum sets of general ledger accounts are each self-balancing (the total debits equals the total credits). For accounting related business events, USSGL transactions provide debit and credit entries for budgetary, proprietary, and memorandum accounts. The United States Treasury has responsibility for maintaining the TFM USSGL. * Summary Accounts Within the DoD, summary accounts are not used to report balances. A summary account is an account that has been subdivided into subsidiary posting accounts. The USSGL no longer uses summary accounts in the USSGL Chart of Accounts. Section headings in the USSGL display only the organization of the account structure but do not constitute summary accounts. * Standard Financial Information Structure The TFM, USSGL Supplement, Section III: Account Transactions, implements the USSGL at a transaction level. The USSGL Standard Financial Information Structure (SFIS) Transaction Library is a decomposition of the TFM USSGL accounting transactions for DoD and breaks down the generalized TFM USSGL transaction postings containing multiple debits and credits, into appropriate pairings of debits and credits of budgetary, proprietary, and memorandum accounts into individual DoD Transaction Codes (DTC). (See paragraph for further details.) 7-4

5 0703 DEFINITIONS TFM USSGL Supplement The TFM USSGL Supplement contains the following five major sections that together comprise the USSGL: (I) Chart of Accounts, (II) Accounts and Definitions, (III) Account Transactions, (IV) USSGL Account Attributes for FACTS I and FACTS II Reporting, and (V) Crosswalks to Standard External Reports. The USSGL standardizes federal agency accounting and supports the preparation of standard external reports required by the Office of Management and Budget (OMB) and the Department of Treasury (Treasury). The Chart of Accounts identifies and defines budgetary, proprietary, and memorandum accounts to be used in federal agency accounting systems. At a minimum, the USSGL is updated annually and published by Treasury/FMS. * USSGL SFIS Transaction Library The USSGL SFIS Transaction Library contains DTCs that delineate the transactions codes in the TFM USSGL Supplement, Section III: Account Transactions. The Library establishes the DoD enterprise-wide requirement for the implementation of the USSGL through detailed transaction postings for budgetary, proprietary, and memorandum accounts. The DTCs specific to DoD are identified in the USSGL SFIS Transaction Library with a prefix OUSD APPLICABILITY AND SCOPE * Governance The USSGL must be used in all DoD accounting systems for all appropriations and funds. The OMB Circular A-127, Financial Management Systems and the Federal Financial Management Improvement Act of 1996 (FFMIA) require implementation of the USSGL at the transaction level throughout an agency s financial management systems, including both financial and mixed (so-called feeder) system applications. The USSGL applicability does not depend on an application containing a general ledger itself. For example, a payroll system which processes transactions in accordance with USSGL transaction rules sends summarized data to the core financial system for appropriate posting and provides sufficient traceability from the general ledger balances to the source documentation would be considered in compliance with the USSGL at the transaction level. This means that applications are required to process transactions using the USSGL accounts according to the defined uses and posting logic in the USSGL SFIS Transaction Library and TFM USSGL Supplement, Section III: Account Transactions. Compliance with OMB Circular A-127 and FFMIA requires data in financial reports to be consistent with the USSGL, transactions to be recorded consistently with USSGL rules, and supporting transaction detail for USSGL accounts to be readily available. See Chapter 3 for FFMIA compliance, evaluation, and reporting. 7-5

6 Reporting The USSGL uses a four-digit account numbering system. Within the DoD, the USSGL shall be implemented to accomplish internal and external reporting needs. For external reporting, all data must summarize to the four-digit USSGL accounts and standard attributes required by Treasury/FMS for Federal Agencies Centralized Trial-Balance System (FACTS I and II) Structure The basic four-digit structure of the USSGL consists of: 1000 Assets 2000 Liabilities 3000 Net Position 4000 Budgetary 5000 Revenue and Other Financing Sources 6000 Expenses 7000 Gains/Losses/Miscellaneous Items 8000 Memorandum Account Attributes Standard USSGL account attributes required for FACTS reporting of proprietary account information (FACTS I) and budgetary account information (FACTS II) are defined in the TFM USSGL Supplement, Section IV: USSGL Account Attributes. * USSGL SFIS Transaction Library The USSGL SFIS Transaction Library provides a DoD accounting framework for existing and emerging financial management systems. The Library uses standard general ledger transactions and posting business rules that support the preparation of external reports required by the OMB and the Treasury. The Library also includes a separate column for each SFIS data element across all DTCs and identifies each individual SFIS element as mandatory, optional, derived, or otherwise not applicable when posting each DoD transaction. The specific values for each SFIS data element are documented on the SFIS Values Library. * USSGL SFIS Transaction Library Update The USSGL SFIS Transaction Library is updated in accordance with the USSGL updates by the Treasury/FMS. However, interim updates may be issued to provide Enterprise Resource Planning (ERP) Systems with accurate and updated DoD general ledger and SFIS guidance at the DTC level. 7-6

7 0705 BASIC CONCEPT Recordation All resources acquired and used along with valid claims to and against those resources are to be recorded on the basis of financial transactions Fund Identification The USSGL shall be used regardless of the sources of funds. Fund identification of financial resources shall be maintained in order to (1) disclose compliance with financial authorizations and (2) prepare reports on the status of appropriations and funds for Congress, OMB, and Treasury. The USSGL account structure is intended to be the basic structure required for consistent treatment of similar transactions. Not all accounts are needed by all accounting entities Account Types A. The USSGL account structure provides a self-balancing set of budgetary accounts to record the appropriation, apportionment, allocation, commitment, obligation, and expenditure process. Proprietary asset and liability accounts cover the collection and disbursement of funds, the proper classification of assets (e.g., receivables, advances and prepayments, inventory and fixed assets), and the recognition and proper classification of liabilities. Revenue and expense accounts measure the realization of revenues from the sale of goods and services, and the recognition of costs through the use and consumption of assets. Accounting records assist in financial controls over resources and provide managers with a tool to effectively exercise stewardship over the resources. B. The USSGL account structure also facilitates the accumulation and recording of expenses by major areas of responsibility or activity. By having a single general ledger, managers can ascertain with confidence that the accounting is complete. This will be possible regardless of the appropriation or fund that originally financed the cost and without the need for memorandum accounting records. Consistency in the accounting treatment of similar transactions, through the use of a uniform structure, creates reliable cost data for planning, budgeting, and other management purposes OBJECTIVES AND BENEFITS The combination of the TFM USSGL Supplement, DoD Specified Accounts and Definitions (Figure 7-2), and the USSGL SFIS Transaction Library: A. Provide a DoD enterprise-wide standard general ledger chart of accounts and detailed transactions that incorporate budgetary, proprietary, and memorandum accounts linked to specific business events. 7-7

8 B. Provide the ability to identify the appropriate transaction to post for a DoD business event. C. Achieve a uniform treatment of similar transactions by the DoD Components at all levels. D. Provide detailed transaction postings, which link to specific business and accounting events. E. Establish the linkage between the USSGL and the SFIS data elements that support detailed DoD general ledger postings. F. Promote a standard for updating existing DoD systems and deploying new business systems. G. Facilitate compliance with the OMB requirements; accounting standards developed by the Federal Accounting Standards Advisory Board (FASAB); DoD accounting policies and standards set forth in this Regulation; and other applicable regulations promulgated by the OMB, Treasury, and the Government Accountability Office BUDGETARY AND PROPRIETARY ACCOUNTING RELATIONSHIPS Figure 7-1 provides a basic conceptual relationship between budgetary and proprietary accounting relationships for both direct funds and reimbursable activity. Specifically, in accounting for direct funds: A. A general ledger transaction to record the receipt of budget authority from appropriations in budgetary accounts requires a corresponding entry to record funds in the Treasury proprietary accounts. B. A general ledger transaction to record delivered orders unpaid in budgetary accounts requires a corresponding entry to record accounts payable or related liability and expense and/or asset in proprietary accounts. * C. A general ledger transaction to record delivered orders paid in budgetary accounts requires a corresponding entry to record funds disbursed and a reduction to the related accounts payable or liability in the proprietary accounts. * D. A general ledger transaction to record reimbursements earned but uncollected in budgetary accounts requires a corresponding entry to record accounts receivable and revenue recognition in the proprietary accounts. * E. A general ledger transaction to record reimbursements earned and collected in budgetary accounts requires a corresponding entry to record funds collected and a reduction to the related receivable in the proprietary accounts. 7-8

9 *Figure 7-1. Examples of Budgetary and Proprietary Accounting Relationships Budgetary Accounts Budget Authority from Appropriations Budget Apportionment, Allocation and Allotment Undelivered Orders Obligations Unpaid Delivered Orders Obligations Unpaid Delivered Orders - Obligations Paid Proprietary Accounts Funds With Treasury Accounts Payable and Related Expense or Asset Funds Disbursed Compound budgetary and proprietary entry required to record budget authority from appropriations and funds with Treasury. (070701) Transactions to apportion, allocate, and allot are contained in the budgetary accounts. No impact on proprietary accounts. Compound budgetary and proprietary entry required when performance is received and accepted. (070702) Compound budgetary and proprietary entry required to record disbursement. (070703) Budgetary Accounts Reimbursements Earned Uncollected Reimbursements Earned Collected Proprietary Accounts Accounts Receivable Funds Collected Reimbursable Activity: Compound budgetary and proprietary entry to record earned revenue and establish a receivable. (070704) Compound budgetary and proprietary entry to record collection of a receivable. (070705) 7-9

10 *Figure 7-2. DoD Specified USSGL Accounts and Definitions Account Title: Internal Fund Distributions Issued Account Number: 4540 Normal Balance: Credit Definition: Represents the amount of obligational authority allocated from departmental levels to intermediate levels. Account Title: Internal Fund Distributions Received Account Number: 4550 Normal Balance: Debit Definition: Represents the amount of direct and reimbursable program authority received from departmental level by an intermediate level activity. It can also represent the amount of suballocations received from another intermediate level activity. Account Title: Funds Available for Allotment Account Number: 4560 Normal Balance: Credit Definition: Represents the amount of direct and reimbursable authority available at an intermediate level activity for allotment to installation level activities or suballocation to other intermediate level activities. Account Title: Allotments Issued Account Number: 4570 Normal Balance: Credit Definition: Represents the amount of direct and reimbursable authority allotted by intermediate level activities to installation level activities or suballocated to other intermediate level activities. Account Title: Allotments Received Account Number: 4580 Normal Balance: Debit Definition: Represents the amount of direct program allotments received for the fiscal year. NOTE: This figure is limited to DoD USSGL accounts 4540 through The remaining USSGL Accounts and Definitions are in the TFM USSGL Supplement, Section II: Accounts and Definitions. Related DTCs for accounts 4540 through 4580 are in the USSGL SFIS Transaction Library with a prefix OUSD. 7-10